06 ER - The IRAS Times

Presented By
 Randhir Sahay, Sr DFM/ASN
 Ramesh Chauhan, Sr DFM/HWH
1. Linking of works register with Internal check module- In
Asansol Division
2. Review of KMA- In Asansol Division
3. Innovative practices in non traction bills savings- In Asansol
4. Instant Recovery of excess usage amount from CUG Mobile
& Telephone Users- In HWH division
5. Recovery and monitoring of Electric Charges (Staff Quarters)In HWH division
6. Recovery of hospital diet charges- HWH division
7. . System Security on PRIME-AFRES Database- HWH
The Works Register has been computerised
and linked to AFRES Module through Internal
Check Module.
Detail Master Entry of Estimates, Agreements,
Budget allottment are done.
Various Reports are generated automatically.
Benefits due to Works Register
 1. Better Budgetary Control-It is also a tool for
budgetary control as the system does not allow any
payment in excess to outlay of each work as well as
each plan head.
 2. Better Expenditure Control-The works register is
linked to AFRES so work wise monitoring of
expenditure is done easily.
 3. Generation of Executive wise reports-It gives
different reports to monitor and plan expenditure for
executives to know as how they stand in terms of their
Benefits Cont.
 It enables executive to control expenditure on the basis
of work wise advise from Accounts department.
 The reports has given an added awareness to everyone
that expenditure control is every body’s duty.
 4. Accounts is playing a friendly critique role.
 5. It has helped in avoiding element of year end
 6. Responsible sanction- It has helped in dropping of
many works in the last financial year.
Reports generated on
works register
 Work wise report as per format of para 1473 of
Engineering Code
 Estimate Wise expenditure
 Plan head, allocation wise expenditure
 Work wise expenditure
 Report on expiry of BG, SD
 Report in the format as per para 525, 526 of Finance
 List of work under progress in the division in revenue
and capital
Reasons For Rising Trend Of
 Load enhancement at existing stations and
 New sections (Andal - Sainthia and Dhumka –
Deoghar) are opened which were electrified
 New pumping stations (water pumps) have been
To curb this trend a study was conducted
and following measures were taken
 Electric Meters installed at 70 major consuming
points for regular monitoring.
 Stations and units doing energy conservation are
 Use of budget allottment for energy efficient T-5
fittings, solar lights, solar geysers etc.
 Effective use of high mast light
 Judicious use of lights in office with emphasis on
use of natural light during day time.
 Effective implementation of 70%-30% scheme at
all major stations.
 Proper labeling of switches and relocation of
master switches near exit in every office.
 Monitoring of switching off and switching on of
street lights
 Regular de-hooking drive
 Due to the above measures, the division has been
able to reduce non traction consumption of
electricity by 7.87 lacs units in the month of
October 2012 to February 2013 in comparison to
previous year.
 Recurring savings of approximately Rs 5 lacs per
month is being done per month.
3. Savings in Kilometer Allowance
 KMA is paid to running staff.
 In ASN division, the Accounts department
during auditing of the salary bills observed
high KMA was being paid.
Mode of charging of salary
Payment to Running
Payment by Attendance
Monthly salary, PLB
Payment by Result
Running Allowance/ KMA
Stipulated kilometer for each
category, viz. Coal and
Industrial Pilot, Main line,
Shunting, etc.
For completion of journey
within Standard Hours
Overtime Allowance
For exceeding 104 hrs of
working in a spell of 14
The earlier practice
 Stipulated Time taken for a load to travel in a
particular section ( colliery)was defined.
 One trip was not defined clearly. Ideally it should
be going to a siding and return back to base, with
or without load. But the same was not followed
 Weightage of : 20Km/Hr was given for each hour
of duty irrespective of the KMs covered in a predefined section.
 Bonus: 50 Km for completing the trip ( to and fro)
within stipulated hours
Anomaly in the practice
 Double Charging of Kilometer Allowance and Bonus for
Journey even without fulfilling a Trip
Moving from Andal base to a siding with/ without a load ,
then coming back to the common point, again going to
another siding and then return back to Andal after taking a
load from the common point, was taken as two trip and
KM benefit was also taken for both sidings.
Net result: Kilometer Charged= (200+50)+(180+50)
Whereas guards charge Single Bonus
Outlay per day: 18 setsX(1LP+1ALP+1Gd.) in 3 ShiftsX
50KmX Rs.2/Km = Rs.16,200 which comes to Rs 4.8 lacs per
Study Details
• The issue was referred to FA&CAO and subsequently
guidelines were issued with the approval of G.M/E.Rly
where :
• Sections were clearly defined
• Base stations were explicitly mentioned
• Hours for each section and KMA @20 per hour
• Running staff are now booked for earning
substantial KMA while working long but covering
less distance
• When relieved due to operational reasons, full
KMA to be paid but no bonus is to be paid in
targeted sections
• For the purpose of Bonus target hours will be
stipulated hours pre defined by HQ. Sidings in
close proximity will be reckoned as one and same
Results cont.
• When pilot works both ways (supply of empty and
clearance of load), they will be eligible to get full trip
• If the Pilot works one way, the target hours will be
reduced by one hour
• For Main Line Locos: Actual Km run is the basis for
KMA. Upto 125Km: Actual Km; Upto 175Km:
Actual+20%; Upto 200Km: Actual+30%; Beyond
200Km: Actual +40%
Final Outcome
 The bonus being paid to LP/ALP is done for successful
completion of trip only
 Kilometre benefit is given on completing of one trip in
the pre-defined section.
 The revised KMA has led to a recurring savings of
approximately Rs 4 lacs per month
4. Instant Recovery of excess usage
amount from CUG Mobile & Telephone
A single window programme has been developed and connected with pay
roll Programme to recover the amount for excess usage of CUG Mobile by
the Officers / Staff by directly feeding the data in PRIME or Pay Roll
Soft copy of the CUG mobile bills submitted by the service provider i.e.
AIRTEL Limited is collected by coordinating S & T Department and
inserted into the table of PRIME database.
A CUG mobile master has been created showing the details of SIM i.e.
Mobile No. , EMP No, Employees name, Department, Bill Unit No, Bill
Unit Description, Status of Mobile i.e. Open / Closed, ceiling limit,
allocation etc where primary key is the EMP No.
• Department wise, Bill Unit wise reports is
generated both for Serving Employees and NonServing Employees.
• Summary of the recovery particulars is directly fed
into PRIME / Pay Roll Programme against the
serving employees with an intimation to pay bill
• For Non-serving employees – the statements is
forwarded to Accounts Department for taking
necessary action i.e. recoveries from pensionary
benefits in case of retired / death staff or advice
sent to the other Divisions / Railways in case of
transferred employees.
 Ensures 100 % recovery of amount due to Railways for excess
usage of CUG Mobile.
 Periodical Review may also be made very easily to reconcile
the recoverable amount and recovered amount.
 Savings of man power in bill generation department since
whole programme is being run by the Coordinating Office.
 History of Mobile users can easily be ascertained at any time.
 In the similar way amount for excess usage of Land Line
Telephones are also being recovered through single window
 Through this program electric bills ( Staff Quarters ) are
generated after inputting meter reading received from Sr.SEE(G)s
and sent to the DDOs for charging in the salary bills.
 The great advantage of this programme is that a comparison can
easily be made at any given period between bills raised against
the quarter holders and amount actually recovered from their
salary bills and short recovery if any, may be recovered
 DDO wise, Bill Unit wise reports are generated and
to all DDOs for instant recovery from staff concerned.
 ‘As Due & As drawn’ statement of Electricity charges ( Staff
Quarters) against each quarter holder may be generated at any
Recovery of Arrear Electric Charges due to revision of
per unit rates of consumption from quarter holders are
made directly from their salary bills with an intimation
to DDOs.
Electric billing of Private Party,
Govt. & Quasi Govt. Departments
• Meter reading received from Sr.Section Engineer/Elec.(G) from different
units of this division for private parties, Govt. & Quasi Govt. Departments
and Accounts Department generates & raises bills.
• Bills are generated quarterly from January to December every year.
• The detailed recovery particulars i.e. Instrument (Cheque/Draft/Pay
Order/Cash etc), Instrument Number & Date, MR No & Date, deposited
amount etc are recorded in the programme.
• Bills Receivable Register of Electric billing of Private Party, Govt. & Quasi
Govt. Departments is generated from this programme showing –
-- Party Masters,
-- whether bills have been generated against all parties,
-- bills receivable particulars etc.
6. Hospital Diet Bills
 Diet bills are being generated by Howrah Orthopedic Hospital
and direct recovery of diet bill amount has been made from the
salary of staff concerned.
 After implementation of this programme 100% diet bills of
Howrah Orthopedic Hospital are being recovered promptly.
 The diet bills are prepared by the staff of CHD’s Office.
 After generation of diet bills, the data is transferred to PRIME
with an intimation to the concenred DDOs for input checking.
7. System Security
 The sanctity of User ID & Password have been ensured
 The renewal of password after specific period has
become mandatory through system check.
Failed Login Attempts
5 Times in PRIME
3 Times in AFRES
Account locks in three consecutive
wrong password in case of AFRES
and Five consecutive password in
case of PRIME.
Account password expires in 30 days (password life time=30
days) and gives grace period of 3 days .
After expire it offers to create new password
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